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Home My WebLink About2016-03-17-WSAB-min Approved Minutes of the Meeting 3/17/16 Lexington Water and Sewer Abatement Board 201 Bedford Street Lexington, MA 02420 Attendance: Board Members: Loren Wood, Chairperson, Bill Ribich and Jim Osten, Members. Staff: Bill Hadley, DPW Director, Ralph Pecora, Water/Sewer Superintendent, and Liz Tucker and Robin Fullford, Utility Billing. 4:30 pm Call meeting to order Loren Wood called the meeting to order at 4:30 pm. Status Report of Abatement Requests 27 Recommendations to be heard tonight 52 Recommendations on hold for history or documentation Appeals Meet with Jane Fulop of 40 Adams Road who is appealing her abatement in the amount of $60,042.02. Mr. Wood explained that WSAB follows Policies and Procedures of the Wa- ter/Sewer Abatement Board as set forth by the Board of Selectmen and does not have the au- thority to offer further abatements. Since the Town has already paid for the leaked water the board approved a recommendation to recalculate the leaked water at the lowest tier to recover costs. Ms. Fulop can now appeal to the selectmen if she wishes. Discuss the need to update the Policies and Procedures of the board. Ms. Fullford suggested the board consider undertaking a review of the Policies and Proce- dures of the Water/Sewer Abatement Board as set forth by the Board of Selectmen. She stated that the only copies she could acquire were incomplete and there was no evidence they . had been adopted by the WSAB or by the Board of Selectmen. Members of the board agreed Abatement Recommendations for Consideration Leaks 7 Grassland Street The homeowner applied for a leak-based abatement on Bill #839577. The gas company re- placed the gas lines on the property and in the process they damaged an old, unused irrigation system causing an outside leak. The 3 year average fall usage is 49, we recalculated all but 9 units at tier one water/sewer rates and reduced the sewer portion to 49 units. Staff recom- mended an abatement of $383.70. 17 Longfellow Road The homeowner applied for a leak-based abatement on Bill #832662. Leaks were found at the kitchen faucet but have yet to be repaired (water has been shut off). The 3 year average fall usage is 60; we recalculated all but 20 units at tier one water/sewer rates. Staff recommended an abatement of $833.20. 1 Approved Minutes of the Meeting 3/17/16 Lexington Water and Sewer Abatement Board 201 Bedford Street Lexington, MA 02420 3 Magnolia Lane The homeowners applied for an abatement on Bill # 789009. They previously received a leak- based abatement on Bill # 770379. There was a question as to how long the toilet in the base- ment had been leaking so staff waited to establish leak-free history. Further, the toilet leaked at the flapper and there was a crack in the tank that leaked into the basement. The average us- age is 40; we recalculated all usage at tier one water rates but did not bill sewer on half of the leaked water. Staff recommended an abatement of $356.45. 1308 Massachusetts Avenue The homeowner applied for a leak-based abatement on Bill #830916. Leaks in a toilet and laundry sink were repaired and a receipt was provided. The average usage is 36; we recalcu- lated all usage at tier one water/sewer rates. Staff recommended an abatement of $256.64. 31 Middleby Road The homeowner applied for a leak-based abatement on Bill #839419. Toilet leaks were found and repaired and a parts receipt was provided. The 3 year average fall usage is 39, we recal- culated all usage at tier one water/sewer rates. Staff recommended an abatement of $115.14. 5 Moon Hill Road The homeowner applied for a leak-based abatement on Bill #828449. Leaks were found in the kitchen icemaker and repaired and a repair invoice was provided. The leaked water was piped to the garbage disposal and it did enter the sewer. The 3 year average fall usage is 109, we recalculated all but 69 units at tier one water rates. Staff recommended an abatement of $2,192.96. 5 Moon Hill Road #2 The homeowner applied for a leak-based abatement on Bill #735242. Leaks were found in a commercial icemaker they had in their garage. It was taken out of service rather than repaired. The leaked water did not enter the sewer. At the time the homeowners were unaware that abatements were available. The 2 year average fall usage is 91, we recalculated all but 51 units at tier one water rates no sewer. Staff recommended an abatement of $4,631.85. 52 North Hancock Street The homeowner applied for a leak-based abatement on Bill #832130. Leaks were found in the irrigation system, repaired and a repair invoice was provided. The 3 year average fall usage is 62, we recalculated the excess usage at tier one water rates. Staff recommended an abate- ment of $839.72. 41 Outlook Drive The homeowner applied for a leak-based abatement on Bill #839454. They replaced a toilet and the new one ran for some time until they adjusted it. The 3 year average fall usage is 35, we recalculated all usage at tier one water rates. Staff recommended an abatement of $54.54. 2 Approved Minutes of the Meeting 3/17/16 Lexington Water and Sewer Abatement Board 201 Bedford Street Lexington, MA 02420 4 Springdale Road The homeowner applied for a leak-based abatement on Bill #836433. Toilet leaks were found in an unused upstairs bathroom and the homeowners opted to turn the water off rather than repair the toilet right away. The 3 year average fall usage is 30, we recalculated all usage at tier one water/sewer rates. Staff recommended an abatement of $84.84. 22 Tufts Road The homeowner applied for a leak-based abatement on Bill #838798. Toilet leaks were found and repaired but they did not know to hold on to the receipt. The 3 year average fall usage is, we recalculated all usage at tier one water rates. Bill #768751 was not used in the calculation of average usage because it was previously abated for a leak. Staff recommended an abate- ment of $356.32. It was moved by Mr. Wood, seconded by Mr. Ribich and voted unanimously to approve all leak-based abatement recommendations as presented with the exception of 5 Moon Hill Road #2 which was tabled until after the review of Policies and Procedures. Irrigation on Domestic Meter 8 Carriage Drive The homeowner filed for an abatement on bill #838120 for irrigation on their domestic meter. They understand this is a onetime only abatement of its type and have since had an irrigation meter installed. 70% of the water used in excess of the average is recalculated at irrigation rates. Staff recommended an abatement of $1,319.40. 12 Eastern Avenue The homeowner filed for an abatement on bill #835972 for irrigation on their domestic meter. They understand this is a onetime only abatement of its type. 70% of the water used in excess of the average is recalculated at irrigation rates. Staff recommended an abatement of $269.12. 7 Mountain Road The homeowners applied for a one time only abatement on bill # 838282 for irrigation on a do- mestic meter. Because bill # 809554 did not cover a complete billing period, we derived their average fall usage at 32. 70% of the excess usage was recalculated at irrigation rates. Staff recommended an abatement of $367.76. 102 Outlook Drive The homeowner filed for an abatement on bill #839486 for irrigation on their domestic meter. They understand this is a onetime only abatement of its type. 70% of the water used in excess of the average is recalculated at irrigation rates. Bill # 810738 was not used in the calculation of average usage because it was abated for a leak (see attached). Staff recommended an abatement of $873.00. 3 Approved Minutes of the Meeting 3/17/16 Lexington Water and Sewer Abatement Board 201 Bedford Street Lexington, MA 02420 10 Scott Road The homeowner applied for an abatement on bill #830168 citing irrigation on a domestic meter. A staff visit also revealed two toilets leaking in overflow; both were adjusted. This calculation establishes 36 as 70% of excess usage and that is recalculated at the irrigation rate with no sewer. To apply a leak based abatement as well, because average usage is under 40 units, all 52 units are recalculated at tier one water/sewer rates. Staff recommended an abatement of $532.24. It was moved by Mr. Ribich, seconded by Mr. Osten and voted unanimously to approve all Irri- gation on Domestic Meter Abatements as presented. Billing/Meter Issues 52 Follen Road After many estimates we were able to replace this meter and the outread indicated we had overestimated. We went back to the last reliable postcard read, established ADU and redistrib- uted usage. Staff recommended an abatement of $3,200.75. 45 Hartwell Avenue The management company applied for an abatement on Bill #s 840186, 825604 and 811428 because they were overestimated. Not knowing that the tenants had vacated in 2012, when the meter read remained the same staff assumed it had failed. Staff obtained a reading of 354 in January. Staff recommends abating all three bills entirely in the amount of $7,194.40. 3 Spencer Street This is a LexHab account that was estimated twice. The meter outread indicated we had un- derestimated. Additionally we should have been billing this account as a two family house. We redistributed the two estimated bills and applied the 2 family rate to three years of bills. The re- placed usage of 56 hcf will be captured in the spring bill run. Staff recommended a positive ad- justment of $107.35. 21 Washington Street The homeowners filed for an abatement on bill #831127. The meter was replaced on 1/12/16 with an outread of 501 indicating we had overestimated their usage. We went back to the last A reading, established ADU and derived usage for bill # 831127. The replaced usage of 3 units will be captured in the spring billing. Staff recommended an abatement of $313.26. 47 Webster Road After several estimated bills an inside reading was obtained indicating we had overestimated usage. We went back to the M reading taken on 9/18/12, established ADU and derived usage. Because this is an irrigation account we added two derived usages. The pad has been re- paired. Staff recommended an abatement of $759.14. 4 Approved Minutes of the Meeting 3/17/16 Lexington Water and Sewer Abatement Board 201 Bedford Street Lexington, MA 02420 6 Westminster Avenue The meter failed at 345 and was changed in January 2016. Because there is no outread an- chor staff calculated average spring and fall usages and applied those usages to Bill #s 827440 and 812942. Staff recommended a positive a positive adjustment of $404.87. 139 Wood Street The homeowners filed for an abatement on bill #836321. The meter was replaced on 1/28/16 with an outread of 654 indicating we had overestimated their usage. We went back to the last F reading, established ADU and derived usage for bill # 836321. The replaced usage of 3 units will be captured in the spring billing. Staff recommended an abatement of $381.47. 243 Wood Street After several years of estimates we installed wire and pad and that produced a large catchup bill. In this calculation we established ADU and derived usage. The homeowner only recently filed an application after much coaxing; this recommendation has been on hold since last Sep- tember. Staff recommended an abatement of $2,503.46. 99 Hayden Avenue and 128 Spring Road There four accounts are under the same management and were reviewed together rather than in their categories. 99 Hayden Avenue We were unable to obtain a reading in November and estimated Bill #839898. Staff obtained a reading on 2/2/16, established ADU and derived usage at 2470. It was determined that the irri- gation water was also going through the domestic meter and that usage of 882 hcf has been deducted. Staff recommended an abatement of $20,828.30. 99 Hayden Avenue - Irrigation The firm made a good faith payment on all accounts in anticipation of abatements. In this case the irrigation charge of 882 hcf is correct. Staff recommended a waiver of interest only. 128 Spring Street The owner applied for abatements on all of their accounts and made a good faith payment. One account was overestimated but this billing was correct. Staff recommended a waiver of all interest. 128 Spring Street – Irrigation The owners applied for abatements on all four of their water accounts and made good faith payments. The superintendent made a site visit and investigated the piping, accuracy of the meters and took several pictures of the set up. Staff also met with four representatives and came to several agreements. This particular bill is totally accurate and staff recommended de- nial of an abatement and waiver of interest only. 5 Approved Minutes of the Meeting 3/17/16 Lexington Water and Sewer Abatement Board 201 Bedford Street Lexington, MA 02420 It was moved by Mr. Ribich, seconded by Mr. Osten and voted unanimously to approve all Bill- ing/Meter Issues Abatements as presented. It was moved by Mr. Ribich to abbreviate minutes of the meeting going forward. Ms. Fullford suggested that the board wait until Mr. Addelson was in attendance before making a decision. The motion was not seconded. Mr. Ribich suggested that staff develop a hand-out to give to potential appellants to explain the appeal process. Schedule future meeting time The next meeting of the Water/Sewer Abatement Board will be held at 4:30 pm on April 21, 2016 at 201 Bedford Street. Adjourn It was moved by Mr. Ribich, seconded by Mr. Osten and approved unanimously to adjourn the meeting at 6:04 pm. 6